Executive Admin Assistant | Permanent WFH

BizForce; Philippines; Remote; PHP 580,000 - 760,000; Full time

Benefits offered by this job

Permanent Work From Home

Leave Credits

Monetary Allowance

Annual Bonus

Weekly Paychecks

Fixed Weekends Off

Thriving Company Culture with Complete

Autonomy Training Programs

Competitive Salary

Job summary

BizForce is seeking a seasoned Executive Administrative Assistant to join our team, acting as a trusted partner to C‑level executives. You will provide advanced-level administrative support, manage calendars, coordinate travel, and oversee office operations while representing leadership with discretion.

You will collaborate with the CEO, President, and senior executives, supporting internal teams, clients, board members, and stakeholders across the organization.

Qualifications

• At least 5 years of experience in an Executive Assistant or related administrative role.
• Excellent administrative and organizational skills, with the ability to exercise independent judgment, discretion, and initiative.
• Ability to perform with only general instruction on new assignments and minimal supervision.
• Experience planning and leading strategic initiatives.
• Highly experienced with executive calendar management (including delegate calendars), expense management, travel, and event coordination.
• Demonstrated experience working across borders and organizational lines supporting matrixed leaders preferred.
• Proven ability to work as a team member, sharing workloads and tasks with other support staff as needed.
• Track record of proactively anticipating the needs of senior executives, with strong attention to detail and the ability to manage multiple priorities.
• Ability to manage and maintain sensitive and confidential information.
• Flexible, well organized, and detail-minded while handling multiple priorities.
• Experience selecting, managing, and engaging outside consultants and auditors.
• Ability to participate in pivotal decisions related to strategic initiatives and operational models.
• Experience implementing policies, procedures, and processes as directed by senior leadership.
• Strong PowerPoint, Excel, Word, SharePoint, and PC software skills, along with proficiency in collaboration tools such as MS Teams.
• Experience or passion for supporting internal communication initiatives is a plus.
• BS/BA degree or equivalent preferred.

Responsibilities

• Provide administrative support to the CEO and other senior executives.
• Liaise with team members in a professional and effective manner.
• Build rapport with the CEO and President, understanding their priorities and communication style.
• Represent the company and its executives with strong follow-through and sound judgment.
• Serve as point person for the CEO and President in scheduling team meetings and supporting team projects.
• Handle highly confidential information with professionalism and discretion, particularly on matters impacting company operations.
• Assist with special projects and additional functions as requested.
• Support the preparation of general correspondence, presentations, and reports.
• Manage multiple email accounts for the CEO and other executives as needed.
• Follow up on all open topics and issues.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Education

BS/BA degree or equivalent

Tools

PowerPoint

Excel

Word

SharePoint

MS Teams

Job description

We are seeking a seasoned Executive Administrative Assistant to join our team as a dedicated partner to C-Level executives, providing advanced-level administrative support, scheduling, travel coordination, and office management. The ideal candidate brings an entrepreneurial mindset, sharp attention to detail, and the professionalism to represent senior leadership with confidence and discretion.

This role will collaborate closely with the CEO, President, and other senior executives, as well as internal teams, external clients, board members, and stakeholders across the organization. The successful candidate will bring strong organizational skills, sound judgment, and the flexibility to thrive in a fast-growing, fast-paced environment.

Key Responsibilities

Executive Partner

• Provide administrative support to the CEO and other senior executives.
• Act as liaison with team members in a professional and effective manner.
• Build strong rapport with the CEO and President, understanding their day-to-day priorities, challenges, and communication style.
• Represent the company and its executives with strong follow-through and sound judgment.
• Serve as point person for the CEO and President in scheduling team meetings and supporting team projects.
• Handle highly confidential information with professionalism and discretion, particularly on matters impacting company operations.
• Assist with special projects and additional functions as requested.
• Support the preparation of general correspondence, presentations, and reports.
• Manage multiple email accounts for the CEO and other executives as needed.
• Follow up as appropriate on all open topics and issues.

Schedule Administration

• Manage multiple calendars, scheduling meetings and appointments with sound judgment on prioritization.
• Monitor and manage meeting requests, initiate meetings and reviews, reserve conference rooms and equipment, and coordinate catering.
• Coordinate high-level business dinners, board meetings, and team offsites.
• Manage end-to-end coordination for customer and external visitors.
• Pre-register guests, book conference rooms and arrange catering and AV requirements for major meetings.
• Set up and clean up conference rooms, including guest internet connections and food and beverage service.
• Greet guests, escort them to conference rooms, and address any needs that arise.
• Build and maintain a strong internal network as a collaborative team player.
• Drive the regular cadence of leadership team meetings and quarterly business reviews, including input into agenda scheduling.

Travel Management

• Initiate and formulate travel arrangements based on calendar needs, anticipating requirements and preparing detailed itineraries.
• Manage and submit expense reports, including regular use of Sage Paperless and E-Capture.

Office Management

• Serve as point of contact for office management, including coordinating office communications and emergency protocols.
• Support onboarding and offboarding administration for employees, in coordination with the outsourced HR partner.

Engagement Coordination

• Act as an information resource on organizational policies and procedures.
• Schedule and prioritize appointments and meetings to maximize CEO engagement and support organizational goals.
• Collaborate with all company team members.
• Build relationships with company stakeholders, providing information and supporting board engagement as needed.
• Send notices, track minutes and policies, and advise on agenda items in support of management.
• Create an annual calendar of meetings and timelines aligned with the organization's fiscal year.
• Prepare Board and Committee materials, ensuring accuracy of content for Board meetings.
• Attend Board and Committee meetings, record documents, gain approval, and distribute minutes as required.

Special Projects and Staff Support

• Provide the CEO and other senior executives with information and support to prepare for meetings, presentations, and internal and external events.

Relationship Building

• Serve as confidential executive assistant to the CEO, President, and other senior executives as needed.
• Build strong relationships with all team members to support a smooth working environment and company culture.
• Develop and manage relationships with key stakeholders to ensure clear, timely communication for meetings and projects.
• Work closely with volunteers, lay leadership, and committees.
• Take on other duties as needed.

Qualifications

• At least 5 years of experience in an Executive Assistant or related administrative role.
• Excellent administrative and organizational skills, with the ability to exercise independent judgment, discretion, and initiative.
• Ability to perform with only general instruction on new assignments and minimal supervision.
• Experience planning and leading strategic initiatives.
• Highly experienced with executive calendar management (including delegate calendars), expense management, travel, and event coordination.
• Demonstrated experience working across borders and organizational lines supporting matrixed leaders preferred.
• Proven ability to work as a team member, sharing workloads and tasks with other support staff as needed.
• Track record of proactively anticipating the needs of senior executives, with strong attention to detail and the ability to manage multiple priorities.
• Ability to manage and maintain sensitive and confidential information.
• Flexible, well organized, and detail-minded while handling multiple priorities.
• Experience selecting, managing, and engaging outside consultants and auditors.
• Ability to participate in pivotal decisions related to strategic initiatives and operational models.
• Experience implementing policies, procedures, and processes as directed by senior leadership.
• Strong PowerPoint, Excel, Word, SharePoint, and PC software skills, along with proficiency in collaboration tools such as MS Teams.
• Experience or passion for supporting internal communication initiatives is a plus.
• BS/BA degree or equivalent preferred.

Perks

• Permanent Work From Home.
• Leave Credits.
• Monetary Allowance.
• Annual Bonus.
• Weekly Paychecks.
• Fixed Weekends Off.
• Thriving Company Culture with Complete Autonomy.
• Exclusive Specialized Training Programs.
• Unlock Your Potential with a Highly Competitive Salary.

Who are we

BizForce is one of the fastest-growing global outsourcing companies in the world, founded in the US in Tucson, Arizona and is now operational in PH! Our commitment to delivering high-quality results for our clients is matched only by our commitment to ensuring a rewarding, respectful, and productive experience for our employees. We hold the same values for both our customers and our employees.